Accounts Payable Analyst - Houston Food Bank : Job Details

Starting Pay: $55,000 - $68,750POSITION SUMMARY: The Accounts Payable Analyst is responsible for analyzing and processing accounts payable invoices, executing payments, preparing journal entries and reconciling the sub-ledger, researching and resolving vendor concerns or discrepancies, and maintaining the accounts payable system. This role assists with monthly, quarterly, and year-end accounting processes.Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one's circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what's right and acting. Transparency: Doing things openly and honestly). ESSENTIAL JOB FUNCTIONS:

Applies knowledge of accounting practice to the accounts payable function to assure that all transactions are processed correctly and timely.

Prepares and/or reviews reports to accurately convey results in accordance with generally accepted accounting principles, i.e., spreadsheets, graphs, charts, and other related documents.

Analyzes, codes, and processes vendor invoices by 2-way or 3-way match to ensure accuracy and timeliness of payment in accordance with Finance polices, Regulatory Compliance, and accounting best practices.

Proactively resolves issues that require a working knowledge of accounting principles and uses independent judgment to determine acceptable and compliant resoulution.

Monitors accounts to ensure timely payments and avoid late fees or penalties.

Collaborates with internal teams to ensure proper coding and approval of invoices.

Collaborates with the inventory team to ensure BOLs, Packaging slips, and other documents are documented for item receipts.

Supports internal monitoring and auditing responding promptly to detected offenses, developing corrective action, and reporting findings.

Required to have prompt, regular attendance in-person and be available to work on-site, in-person during regular business hours and as needed.

Processes a high volume of logistics invoices, involving working with internal departments as well as third-party carriers to resolve discrepancies.

Responds to vendor inquiries and resolves discrepancies in a professional and timely manner.

Reconciles vendor statements to internal statements.

Analyzes and investigates variances of expense accounts to budget amount and historical costs.

Identifies fixed asset expenditures, and assists with maintaining supporting documentation for audits and tracking of capital expenditures for Cap Ex budgets.

Prepares and issues annual Form 1099 and Form 1096 reporting and submission of forms.

Supports yearly audit processes as needed.

Maintains electronic and original approved vendor contract files.

Collaborates with the Procurement team to ensure timely closure of Purchase Orders.

Works with the Finance team to improve accounts payable processes and procedures., i.e. implementing wire transfers and EFT payments.

Follows up with departments to resolve unpaid invoices through weekly reporting updates.

Generates month-end accruals for invoices received and expected recurring invoices not received after cut-off.

Administers corporate credit cards and completes monthly reviews to ensure required expense reporting is completed by all staff.

Monitors, reconciles, and ensures accuracy of AP Aging report.

SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities.QUALIFICATIONS: Education/Experience: Click or tap here to enter text.

• Bachelor's degree from an accredited four-year college or university in Accounting, Finance, or a closely related field.
• 5+ years of Accounts Payable or general accounting experience with demonstrated knowledge of accounting principles.
• Proficient experience in using diverse software and digital tools to handle general ledger, track invoices, distribute payments, and create financial records.
• Proficient experience knowledge of Microsoft Office (e.g., pivot tables, VLOOKUPs), Google Sheets.
• Experience with NetSuite, Power BI, and Bill.com preferred.
• Vendor prepayment experience is strongly preferred.

Certificates, Licenses, and Registrations:

• None

Special Knowledge/Skills/Abilities:To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• In-depth knowledge of accounts payable principles, accounting standards, and industry regulations.
• Ability to partner effectively with diverse populations.
• Demonstrated ability to independently manage time, organize and prioritize tasks effectively, and be able to meet deadlines with minimal supervision.
• Strong customer service skills and willingness to assist others.
• Ability to actively listen to internal customers' needs and explain accounting policies to resolve matters.
• Strong numerical and analytical skills with the ability to identify transposed numbers at a glance.
• Attention to detail and accuracy in data entry and record-keeping.
• Must have excellent verbal and written communication skills.
• Excellent organizational skills and ability to work on multiple projects with attention to detail and accuracy while adhering to deadlines.

COMPLIANCE:General accounting and financial reporting procedures in accordance with the State of Texas OPM Cost Standards, GAAP, and OMB Circulars A110, A-133, and A-122 contract/grant budgeting/reporting procedures and requirements. Carries out responsibilities in accordance with HFB policies, and applicable federal and state laws, including the EPA, OSHA, MSDS, USDA & Texas health and safety laws, as well as grant and/or funding requirements or regulatory operating standards. REASONING ABILITY:Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)COMPETENCIES: Action-Oriented / Customer Focus / Drives for Results / Informing / Approachability / Learning on the Fly / Perseverance / Self-development / Listening / Peer Relationships / Integrity and Trust / Functional/Technical Skills PHYSICAL REQUIREMENTS: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 10 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse. WORK ENVIRONMENT: The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to wet and/or humid conditions, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans).TRAVEL REQUIRED: Minimal travel is required for this role. May occasionally visit other HFB locations for business or trainings. This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).*Is legally able to work in the United States.The foregoing statements describe the general purpose and essential job functions needed for this job and are not an exhaustive list of all responsibilities, working conditions, qualifications, and skills that may be needed. Houston Food Bank (HFB) is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities, and experience. We believe that it is an essential part of the Company's overall commitment to attract, hire and develop a strong, talented, and diverse workforce. HFB is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.